Assistant Analyst, Records Management
- Ref
- 50022710
- Country
- United Kingdom
- City
- London
- Department
- Human Resources and Corporate Services Vice Presidency
- Business Unit
- Records Management and Archives
- Closing date for applications
- 2 November 2016
This is a two year fixed term contract.
Role Overview
The Assistant Analyst, Records Management, is responsible for the effective management of EBRD records. The Assistant Analyst will be involved in the development and implementation of the records management policies and procedures designed to facilitate efficient handling of business records, and maintain them at departmental level. The role will facilitate awareness among Bank staff in all matters relating to records and the management of risks to those records as information assets.Accountabilities & Responsibilities
- Manage departmental records to facilitate efficient classification, retrieval and disposition of business information, conduct research and answer information enquiries from Bank staff and protect vital records to ensure business continuity
- Contribute to the development and implementation of the Records Management and Archives policies and procedures for the Bank to meet business requirements and ensure compliance with relevant legislation and regulations
- Establish and maintain departmental records retention and disposal schedules in order to preserve the institutional memory of the Bank
- Organise physical and electronic structured archives, both as a vital business resource and as a resource for future academic research
- Establish best practice and ensure compliance with records management and archives standards through awareness of current developments and new technologies
- Train Records Management Coordinators and EBRD staff to ensure compliance with records and archives procedures
- Contribute to the development and implementation of function-based electronic document management systems to enhance business performance
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.
Knowledge, Skills, Experience & Qualifications
- University degree or substantial experience in Records Management and Archives, preferably in a multi-cultural organisation
- Very good knowledge and experience of electronic records and document management systems
- Computer literate: Windows, Word, Excel, PowerPoint
- Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats
- Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people�s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
- Very good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank to deliver the objectives of the team
- Excellent team player
- Concern for accuracy and attention to detail essential
- Excellent planning, organisational, analytical and multi-tasking skills; ability to show initiative
- Ability to work effectively within a variety of work situations whilst maintaining a reliable and flexible attitude
- Ability to work independently, to tackle issues and propose practical solutions
- Ability to work under pressure and meet deadlines
- Willingness to work overtime as and when required and to travel
- Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential
Diversity Matters
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
| Posting Title: | DOCUMENTS MANAGEMENT ASSISTANT |
| Job Code Title: | DOCUMENTS MANAGEMENT ASSISTANT |
| Department/Office: | UNITED NATIONS JOINT STAFF PENSION FUND |
| Duty Station: | NEW YORK |
| Posting Period: | 03 October 2016 - 09 October 2016 |
| Job Opening Number: | 67680 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Duration: This position is available for six months, with possibility of extension, and the selected candidate is expected to start as soon as possible. All posts are subject to availability of funds.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
The United Nations Joint Staff Pension Fund (UNJSPF) is an independent inter-agency body established by the United Nations General Assembly. The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat.
Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Notes:
� A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further �stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013�� Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
� Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
� Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.
� While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
� The expression �Internal candidates�, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
� Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
� For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
� The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
� Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.
Org. Setting and Reporting This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
The United Nations Joint Staff Pension Fund (UNJSPF) is an independent inter-agency body established by the United Nations General Assembly. The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat.
Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Notes:
� A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further �stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013�� Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
� Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
� Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.
� While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
� The expression �Internal candidates�, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
� Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
� For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
� The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
� Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.
This position is located in the Pension Fund Records Management and Distribution Unit (RMDU) of the United Nations Joint Staff Pension Fund (UNJSPF). The incumbent reports to
the Chief, Client Services, Record Management and Distribution Section through the Chief of Unit.
Responsibilities the Chief, Client Services, Record Management and Distribution Section through the Chief of Unit.
Under the overall supervision of the Chief, Client Services, Record Management and Distribution Section through the Chief of Unit, the Information Management Assistant assists
with the following duties:
� Reviewing the daily incoming correspondence and communications received by the Fund which can be written in various languages, open, batch
and prepare them for scanning and then indexing in the Fund's electronic file system;
� Selecting and codifying, according to the nature of the communication and for each piece of correspondence, from various work flows and ultimately creating a new case file or adding to an existing one;
� Indexing incoming correspondence with the participant's pension number or the pensioner/beneficiary's retirement number and for all the Unique ID number; cross-referencing and name searching by using the Fund's Integrated Pension Administration System (IPAS). Assigning the destination of each piece of correspondence for action to the appropriate supervisor in one or more areas of the Fund secretariat on the basis of the type of action required, also assigning order of priority, i.e., death notices, separation notifications, payment instructions, etc.
� Maintain the Fund's paper-based central filing system which calls for monitoring of the up-to-date records of the Fund's off-site storage facilities, and registering the Fund's incoming and outgoing records in the Fund's database system.
� Ensure all hard-copies are sent to the Fund's off-site storage facility, as soon as they are scanned and indexed to the IPAS system. In addition, send for archiving other items such as paid checks, various pension booklets, annual letters, etc.
� Participate in Special Projects such as the annual Certificate of Entitlement (CE) project.
� Perform other duties/special projects as required.
with the following duties:
� Reviewing the daily incoming correspondence and communications received by the Fund which can be written in various languages, open, batch
and prepare them for scanning and then indexing in the Fund's electronic file system;
� Selecting and codifying, according to the nature of the communication and for each piece of correspondence, from various work flows and ultimately creating a new case file or adding to an existing one;
� Indexing incoming correspondence with the participant's pension number or the pensioner/beneficiary's retirement number and for all the Unique ID number; cross-referencing and name searching by using the Fund's Integrated Pension Administration System (IPAS). Assigning the destination of each piece of correspondence for action to the appropriate supervisor in one or more areas of the Fund secretariat on the basis of the type of action required, also assigning order of priority, i.e., death notices, separation notifications, payment instructions, etc.
� Maintain the Fund's paper-based central filing system which calls for monitoring of the up-to-date records of the Fund's off-site storage facilities, and registering the Fund's incoming and outgoing records in the Fund's database system.
� Ensure all hard-copies are sent to the Fund's off-site storage facility, as soon as they are scanned and indexed to the IPAS system. In addition, send for archiving other items such as paid checks, various pension booklets, annual letters, etc.
� Participate in Special Projects such as the annual Certificate of Entitlement (CE) project.
� Perform other duties/special projects as required.
Professionalism: � Knowledge of employee benefit scheme related to pension administration. Ability to maintain accurate records, interpret and analyse a wide variety of data.� Ability to
identify and resolve data discrepancies and other problems.� Shows pride in work and in achievements;� Demonstrates professional competence and mastery of subject matter;� Is
conscientious and efficient in meeting commitments, observing deadlines and achieving results;� Is motivated by professional rather than personal concerns;� Shows persistence when
faced with difficult problems or challenges;� Remains calm in stressful situations.� Takes responsibility for incorporating gender perspectives and ensuring the equal participation of
women and men in all areas of work.
Teamwork:� Works collaboratively with colleagues to achieve organizational goals;� Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others;� Places team agenda before personal agenda;� Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;� Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Technological Awareness:� Keeps abreast of available technology;� Understands applicability and limitation of technology to the work of the office;� Actively seeks to apply technology to appropriate tasks;� Shows willingness to learn new technology
identify and resolve data discrepancies and other problems.� Shows pride in work and in achievements;� Demonstrates professional competence and mastery of subject matter;� Is
conscientious and efficient in meeting commitments, observing deadlines and achieving results;� Is motivated by professional rather than personal concerns;� Shows persistence when
faced with difficult problems or challenges;� Remains calm in stressful situations.� Takes responsibility for incorporating gender perspectives and ensuring the equal participation of
women and men in all areas of work.
Teamwork:� Works collaboratively with colleagues to achieve organizational goals;� Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others;� Places team agenda before personal agenda;� Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;� Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Technological Awareness:� Keeps abreast of available technology;� Understands applicability and limitation of technology to the work of the office;� Actively seeks to apply technology to appropriate tasks;� Shows willingness to learn new technology
High school diploma or equivalent.
A minimum of three (3) years of experience in archives management, electronic record management or related area is required. Experience in record keeping and information management is required. Experience in pension fund record management is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS� BANK ACCOUNTS.
Consultant to update the Concept on digital archive | |
| Location : | Chisinau, MOLDOVA |
| Application Deadline : | 07-Oct-16 (Midnight New York, USA) |
| Type of Contract : | Individual Contract |
| Post Level : | International Consultant |
| Languages Required : | English Russian |
| Duration of Initial Contract : | up to 30 working days |
| Expected Duration of Assignment : | October 2016 � December 2016 |
Background | |
| The UNDP project �Strengthening Parliamentary Governance in Moldova� (SPGM) is designed to address the main needs of the Parliament of Moldova in the areas of legislation making, oversight and representation during the on-going process of domestic reform spurred by closer relations with the EU. The project is also assisting in making the Parliament�s legislative activity more open, transparent and participatory through establishing tools and mechanisms for the engagement with the Civil Society, professional associations and general public. Project interventions will offer and encourage equal opportunity for male and female participation. The World e-Parliament Report noted that Information and Communication Technologies (ICT) have become essential tools in supporting the work of legislative bodies throughout the world.[1] The advantage of automation within parliaments is threefold: more information and documents on the website; increased capacity to disseminate information and documents; and more timely delivery of information and documents to members. In this context, to increase the level of transparency of legislative process, the Permanent Bureau approved the e-Parliament Concept in 2015. With UNDP support, the Parliament of the Republic of Moldova (PRM) has already initiated the process of developing the e-Parliament Information System. The audit and analysis of ICT performance and capacity to implement e-Parliament Information System is currently ongoing. Ultimately, the goal is to commence the introduction of the e-Parliament modules across different parliamentary processes in 2016 and 2017. The Parliament is also working to finalize its new website. One of key elements of a well-functioning e-Parliament Information System is the digital archive and preservation. The digital technology opens up totally new perspectives, when the electronic storage and digital conversion of non-digital materials (paper documents) is now possible and can imply considerable qualitative improvements to the daily work of the Parliament. Currently, all registers of recorded documents of the Parliament are maintained manually due to the lack of an automated system. The use of ICT instruments is very limited. For instance, in order to distribute a working document created electronically, a large number of hard copies have to be prepared. This leads to waste of time and materials, while in the case of an electronic document the distribution and archiving processes would be cheaper and more efficient. Parliament�s archive is a functional compartment from the Secretariat of Parliament. It keeps the institutional memory of the Parliament. In its activity, the Parliament�s archive is guided by the Law no. 880-XII from 22.01.1992 on the archive capital of the Republic of Moldova; the Decision of the Government no.352 from 27.05.1992 on the approval of the archive capital of the Republic of Moldova; the Regulation no.15 from 16.06.2015 regarding the organization and functioning of the Archive of the Parliament of the Republic of Moldova. The Division on Information and Analytics of the Secretariat of Parliament is ensuring the integrity and security of documents kept in the Parliament�s archive. Currently, the parliamentary archive includes 2800 files, each file containing 250-300 pages. In line with the applicable legislation, all main documentation of the Secretariat is stored for a number of years (up to 75 years). The documents that have national value are handed over to the National Library. The internal, outgoing and incoming electronic correspondence are kept during five years at the work place, without being archived. Currently, archiving and preservation of parliamentary documentation in accordance with best practices and international standards is one of areas where the Parliament of Moldova requires support. The damages to the parliamentary building in the 7th of April 2009 demonstrations resulted in loss of basically all the parliamentary archive. In 2011, with UNDP support, a draft Concept on Digital Archive of the Parliament of Moldova was developed. However, due to political instability, the Concept was not finally approved. Since the standards and technologies in this area are still very much evolving, the Concept needs to be thoroughly revised and updated. Therefore, the reasons for creating a digital archive emerge from the need of the Parliament to:
[1] http://www.ipu.org/pdf/publications/eparl16-en.pdf | |
Duties and Responsibilities | |
| The Project intends to contract an experienced ICT consultant to revise and update the Concept on Digital Archive of the Parliament of Moldova, provide substantive input and strategic advice aiming to support the implementation of a full digital archiving solution within the Parliament of Moldova. The following key issues, but not only, shall be considered when developing the digital archiving and preservation solution:
Prepare a detailed work plan to be applied for respective assignment:
The consultant will have to undertake two missions to Moldova (tentatively) during the period October-November 2016. INSTITUTIONAL ARRANGEMENTS The consultant will work under the direct supervision of the UNDP Parliament Specialist for substantive aspects of the assignment, and under the guidance of the Senior Project Officer � for administrative aspects. The consultant will report to the Parliament appointed representative and the Parliament Specialist of UNDP SPGM project. The Parliament will provide consultant with working space, access to Internet, a printer and a telephone line. Timeframe The timeframe for this assignment is planned tentatively through October � December 2016. The Consultancy should involve about 30 days of work. The exact schedule of mission in Moldova shall be coordinated in advance. Language All communications and documentation related to the assignment will be in English. Before submission of the deliverables, the consultant will discuss the draft documents with the parties involved (i.e. Parliament, UNDP and other stakeholders) so that the final products reflect their comments. [1] http://lex.justice.md/viewdoc.php?action=view&view=doc&id=303445&lang=1 [2] http://www.iso.org/iso/catalogue_detail.htm?csnumber=24683 | |
Competencies | |
| |
Required Skills and Experience | |
Academic Qualifications:
Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
Initially, individual consultants will be short-listed based on the following minimum qualification criteria:
Cumulative analysis The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as: a) responsive/compliant/acceptable, and b) having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. * Technical Criteria weight � 60% (300 points); * Financial Criteria weight � 40% (200 points). Only candidates obtaining a minimum of 210 points would be considered for the Financial Evaluation. Technical evaluation scoring:
| |
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. |
Archives Officer (2 Positions) - Enterprise Content Management Project, TA, P2, New York
Job Number: 499225 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Temporary Appointment
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does � in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life � in its social, political, economic, civic and cultural dimensions � her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens � addressing inequity � not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
Job organizational context
The Archives Officer directly reports to the Senior Project Manager, ECM.
Purpose for the job
Under the direction of the Senior Project Manager, the Archives Officer will:
- Appraise records to evaluate whether they meet the criteria for inclusion in the
- Archives;
- Arrange and describe archival records accordingly to ISAD(G)
- Contribute to the development of archival policies, .e. access, accessioning, appraisal
- Create finding aids
- Participate in the development of a Trusted Digital Repository
- Support Senior Project Manager in implementation of the ECM project.
- Performs other duties as required.
Key functions, accountabilities and related duties/tasks
Operational functions:
* Operationalizes and implements archival guidelines, as defined by the ECM project that support teams regarding the identification, appraisal, arrangement and description, and preservation and conservation of archival records.
* Responds to research requests in accordance with internally defined guidelines.
Efficiency management and reporting
* Using a data driven focus develops a process improvement process that leads to a positive and measurable impact on space management where there are housing costs, including electronic storage.
Communication:
* Communicates regularly with Senior Project Manager - ECM to ascertain the status of activities to ensure information is managed accurately and appropriately.
* Provides necessary support and insights on archival management and processing.
Partnership, coordination and collaboration
* As required, under direction of the Senior Project Manager - ECM, collaborates with other agencies, local authorities and implementing partners on archives related matters including information exchange and harmonization.
Impact of Results
1. Governance: upholds and maintains UNICEF's archival records principle. Allows employees and other important stakeholders to perform their duties as effectively as possible. Safekeeping of UNICEF's digital and physical archival records.
2. Analysis: appraises records to determine archival value. Focuses on digitization to reduce storage costs.
3. Efficiencies: Enable users to seamlessly access UNICEF"s archival records by ensuring confidential materials are identified and protected, and making available information accessible to all staff.
4. Compliance: Ensuring that UNICEF's archival records procedures and guidelines are followed.
5. Knowledge management: The most relevant and latest industry expertise is maintained, expanded, and disseminated throughout the department as well as Organization, and shared with the regional/national institutions/partners.
6. Staff capacity is enhanced through active staff learning/development programmes in the area of archives.
Functional Competencies:
- Strong communication skills to deal with senior colleagues;
- Negotiation skills to persuade senior colleagues to follow agreed archives guidelines;
- An awareness of archival management principles and familiarity with information systems and archives in a digital and paper context;
- Highly organized and process oriented;
- Acute awareness & ability to meet project deadlines;
- Highly proficient with desktop applications such as Adobe Acrobat Professional, MS Office (Word, Excel, PowerPoint), and an ability to learn new IT systems.
Recruitment Qualifications
- Master's degree in Archival Studies or related field
- Demonstrated knowledge of international archival standards � ISAD(G).
- A minimum of two (2) years of relevant experience in archival arrangement and description.
- Experience with large scale digitization projects will is a strong asset.
- Understanding of international development issues and previous experience with a multilateral or UN organization is a strong asset.
Opening Date 20 Sep 2016 Eastern Standard Time
Closing Date 5 Oct 2016 Eastern Standard Time
Officer, Vital Records
- Ref
- 60007724-1
- Country
- United Kingdom
- City
- London
- Department
- Human Resources and Corporate Services Vice Presidency
- Business Unit
- Records Management and Archives
- Closing date for applications
- 15 September 2016
The Records Management and Archives (RM&A) team is responsible for the management of digital and hard copy records created or received by the EBRD at its Headquarters and in the Resident Offices, and for the management of the Bank�s historical archives. Its primary duties are to (i) organise and protect the Bank�s information (ii) meet legislative and regulatory requirements and (iii) promote good governance and accountability.
Role Overview
The Officer is responsible for assisting records managers in the effective management of departmental records and co-ordinating off-site storage activities
Background
- Responsible for assisting in the efficient running of Records Management & Archiving (RM&A) by giving operational support to the team
- Work under direct supervision of the Associate, RM&A
Accountabilities and Responsibilities
- Provide records and archives support to records managers as required: index documents, files and folders in the EBRD Records System for easy retrieval; file records and organise the transfer to off-site storage to optimise space used at HQ; and prepare documents for permanent preservation to preserve the institutional memory of the Bank
- Manage day-to-day off-site storage activities to ensure smooth management and retrieval of the EBRD records stored off-site: prepare daily transfer of shipments to and from off-site storage using an on-line system; make arrangements for internal deliveries and deal with any problems; check the monthly invoices; run reports from the online system; and attend meetings with the off-site storage company
- Assist with administrative functions for the team in the absence of the incumbent for this task
Essential Skills, Experience and Qualifications
- University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
- Very good knowledge and experience of electronic records and document management systems
- Computer literate: Windows, Word, Excel, PowerPoint
- Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
- Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people�s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
- Good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
- Excellent team player
- High degree of accuracy and attention to detail essential
- Excellent planning, organisational and analytical skills; ability to prioritise and show initiative
- Ability to work under pressure and meet deadlines
- Ability to work independently, to tackle issues and propose practical solutions
- Willingness to work overtime as and when required
- Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential
Competencies and Personal Attributes
- Attention to detail and eye for accuracy
- Ability to cope well under pressure and a capacity for hard work
- Ability to work efficiently and cheerfully as part of a team
- Reliable, flexible and willing to work overtime as and when required
- Excellent interpersonal manner, including tact and diplomacy
- Ability to build effective working relationships with clients and colleagues in a multicultural environment.
Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
Archival Research Coordinator | |
| Location : | CMP, Nicosia, CYPRUS |
| Application Deadline : | 18-Sep-16 (Midnight New York, USA) |
| Time left : | 9d 20h 1m |
| Additional Category : | Management |
| Type of Contract : | Individual Contract |
| Post Level : | International Consultant |
| Languages Required : | English French |
| Duration of Initial Contract : | 1 year |
| Expected Duration of Assignment : | 1 year |
Background | |
| The principal mandate of the Committee on Missing Persons (CMP) in Cyprus is to establish the fate of the people that went missing as a consequence of the tragic events of 1963-1964 and 1974 and to provide answers to anguished families. One important aspect of this work is to exhume, identify and return remains of missing persons. This process enables the relatives of the victims to recover the remains of their loved ones, arrange for a proper burial and provide closure to a long period of anguish and uncertainty, thereby promoting a process of reconciliation, healing and dialogue between both communities. This project also aims to strengthen the capacity for civil society to engage in sustained cooperation and reconciliation, through the important participation of bi-communal scientific teams in all stages of the process. This bi-communal cooperation will strengthen civic participation toward an issue that is critical for the healing of old wounds, and will sustain partnerships of cooperation and trust between both sides. The CMP Project includes the following phases:
Faced with increasing difficulties to locate new burial sites, the CMP urgently needs to broaden efforts to obtain information that may lead to the discovery of burial sites. This includes the review of archival material of international organisations, state actors and domestic authorities that were present during the events of 1963/4 and 1974. To this end, the CMP is creating an archival research team. The United Nations Development Programme Partnership For the Future (UNDP PFF) in Nicosia, Cyprus, seeks to contract on behalf of the Committee on Missing Persons in Cyprus (CMP) an information management professional with extensive experience in archival research, hereinafter referred as the �Archival Research Coordinator� (ARC), to coordinate the work of this team. The primary role of the ARC is to lead a team of two Cypriot researchers in an effort to access, analyse and manage information from relevant archives. While some of these archives are publicly accessible, others, including certain UN archives, are not. The ARC reports to the Committee of Missing Persons in Cyprus, a 3-Member Committee whose Greek- and Turkish-Cypriot Members are appointed by the leader of their respective community and a United Nations (Third) Member, selected by the International Committee of the Red Cross (ICRC) and appointed by the Secretary-General of the United Nations (for additional information visit www.cmp-cyprus.org). Considering the sensitive nature of the material under review, with regards to the review of classified UN Archives, the ARC reports exclusively to the Third Member of the CMP. On all other matters the ARC reports to the three CMP Members. | |
Duties and Responsibilities | |
| The ARC will lead a team of two Cypriot CMP researchers and oversee and coordinate the process of archival research and information management. The team will be responsible to collect information from relevant archives, analyse and share this information with CMP Members and their offices, including through the creation of an appropriate information management system. He/she will personally conduct research in the not publicly accessible UN archives under direct supervision by the Third Member. For all other tasks, the ARC will coordinate closely with all three CMP Members. The ARC will lead efforts by the research team to:
The research carried out by the team deals with politically and emotionally sensitive matters and will require a high degree of experience and sensitivity in dealing with such information in a post-conflict environment. The ARC is expected to spend significant time conducting archival research abroad, e.g. in NY, Geneva, or the UK. Expected deliverables:
| |
Competencies | |
| |
Required Skills and Experience | |
Education:
Submission of Applications, Evaluation and Payment Terms Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
All applicants will be screened against qualifications and the competencies set above. Candidates fully meeting the requirements will be further evaluated based on the criteria below. Technical Criteria (CV review and interviews) � 70 % of total evaluation� max. 70 points: CV review: 30 points;
Interview: 40 points
Financial Criteria � 30 % of total evaluation � max. 30 points. � Financial scores will be calculated using the formula [lowest offer / financial offer of the candidate x 30]. UNDP applies the �Best value for money approach� � the final selection will be based on the combination of the applicants� qualification and financial proposal. Payment Term: Monthly lump-sum payable upon submission of the monthly time-sheet, the monthly report and approval of the UNDP. | |
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. | |
Senior Officer, Vital Records
- Ref
- 60000807-1
- Country
- United Kingdom
- City
- London
- Department
- Human Resources and Corporate Services Vice Presidency
- Business Unit
- Records Management and Archives
- Closing date for applications
- 13 September 2016
The Records Management and Archives (RM&A) team is responsible for the management of digital and hard copy records created or received by the EBRD at its Headquarters and in the Resident Offices, and for the management of the Bank�s historical archives. Its primary duties are to (i) organise and protect the Bank�s information (ii) meet legislative and regulatory requirements and (iii) promote good governance and accountability
Purpose of Job and Background
The Senior Officer, Vital Records is responsible for the effective management of EBRD vital records and will administer the safekeeping procedures. The role will facilitate awareness among Bank staff in all matters relating to vital records and the management of risks to those records as information assets.
Background
- Responsible for the management of vital records; ensure integrity, usability and reliability of those records
- Work under direct supervision of Associate, RMA
Accountabilities and Responsibilities
- Contribute to the development and implementation of the EBRD Vital Records Programme to ensure business continuity in the event of a disaster
- Appraise vital records to ensure efficient classification and meet legislative and regulatory requirements, and to support the Bank in cases of litigation
- Scan, index, quality check and release vital records into EDMS to ensure records are available to all users across the Bank at all times in order for them to efficiently perform their business
- File hard copies so they can be efficiently retrieved
- Index files, folders and boxes in the EBRD Records System and organise the transfer to off-site storage to optimise space used at HQ
- Train departmental staff on all aspects of the vital records programme to ensure compliance with procedures
- Conduct user reference services to provide Bank staff with vital records in a timely manner
- Assist with the daily transfer of shipments to and from off-site storage and make arrangements for internal deliveries in the absence of the incumbent for this task
Essential Skills, Experience and Qualifications
- University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
- Very good knowledge and experience of electronic records and document management systems
- Computer literate: Windows, Word, Excel, PowerPoint
- Very good communications skills - ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
- Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people�s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
- Very good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
- Excellent team player
- High degree of accuracy and attention to detail essential
- Excellent planning, organisational and analytical skills; ability to show initiative
- Ability to work under pressure and meet deadlines
- Ability to work independently, to tackle issues and propose practical solutions
- Willingness to work overtime as and when required
- Fluent English, both written and oral. Knowledge of another European Language: Russian very useful; French and German useful, but not essential
Competencies and Personal Attributes
- Attention to detail and eye for accuracy
- Ability to cope well under pressure and a capacity for hard work
- Ability to work efficiently and cheerfully as part of a team
- Reliable, flexible and willing to work overtime as and when required
- Excellent interpersonal manner, including tact and diplomacy
- Ability to build effective working relationships with clients and colleagues in a multicultural environment.
Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
